“Your spring fraternity party sounds like fun,” is effective because it shows the writer’s effort to avoid being dismissive and sarcastic by giving a positive thought to the receiver about the planned evident.

“We are glad that you have chosen us for your caterer” is a strong statement because it makes the reader believe the writer is on their side. However, these sentences are rather short and simple.

Although the third statement, “unfortunately […] party” is a long, it can be constructed using a subordinate clause. For example, “However, a few policy amendments have been implemented by our organization, and as we look forward to improving the quality of our services through these adjustments, we find it necessary to explain them on time to ensure the new regulations are understood in advance by all our clients.”

The strength of the first sentence “We will arrange […] before the party” is that it cushions the lousy news by informing the reader that specific criteria will not change.

“However, if you want us […] for that services” is clear but short, simple, and overly graphic. Additional, this statement should be written in passive voice instead of active voice.

Therefore, the first two sentences in paragraph #2 can be improved by combining them in such a way that the refusal is implied but not stated directly. For example, “Although the arrangement for the delivery of tables and chairs will be completed evening before the party, a fee of $100 will be charged for set up services.”

“Of course you might want to get some of the brothers and pledges to do it for you, which would save your money,” suggests an alternative to the reader. However, this statement isolates the sender from the problem showing the reader that the writer is not part of his/her problem. Thus, the sentence can be rewritten as: “Our team believes that you could further reduce the setup costs by having the job handled by some brothers and pledges.”

“We have also added a small charge for cleanup” is another bad news to the reader. Therefore, it should be combined with “This is only $3 per person” using a subordinate clause to imply the company’s refusal to carter for cleanup cost. For example, “Although our group currently charges $3 for the cleanup, we are focusing on better ways to assist our clients to save money, and thus, we hope to be able to offer you cleaning services at much lower rates in the future.”

“Other than that, all the arrangements will be the same” as well as “We’ll provide the skirting for the band stage, tablecloths, bar setups, and the barbecue” both cushion the bad news by informing the reader that specific criteria will remain unchanged.

The strength of “Will you have the tubs of ice with soft drinks again? We can do that for you as well but there will be a fee” is in its clarity. However, this statement states the refusal directly instead of implying it. The sentence can be rewritten using a subordinate clause as “While you might lack tubs of ice with soft drinks, these too will be availed to you for at a low fee.”

“Please, let me know if you have any problems with these changes, and we will try to work them out.” In this statement, the writer is inviting the reader to get in touch.

“I hope it will be a great party.” Closes the latter with a feel-good message.